Operations Specialist

This is a fully remote position, open to applicants in Oregon.

📋 Description

• Oversee, configure, implement, and manage operational platforms including volunteer management software, digital collaboration systems, and resource fulfillment tools.

• Create workflows, user permissions, database standards, and onboarding documentation.

• Offer continuous technical troubleshooting and support for staff and volunteers.

• Direct operational systems and processes that facilitate in-person, hybrid, and virtual events.

• Coordinate event logistics, project timelines, registration workflows, travel and accommodation arrangements, venue operations, production schedules, and on-site coordination.

• Manage event technology platforms, registration systems, webinar and livestream tools, and virtual meeting spaces.

• Supervise vendor sourcing, venue selection, contract negotiations, procurement, catering, audiovisual services, transportation, and event budgets.

• Monitor event registration trends and post-event evaluations, developing dashboards and reports for leadership and program stakeholders.

• Design, build, and implement volunteer platforms and optimized operational workflows in collaboration with program staff.

• Assist in the administration and ongoing enhancement of volunteer-facing tools, collaboration and communication channels, resource libraries, and fulfillment and ordering systems.

• Provide technical support, system troubleshooting, and process updates.

• Deliver end-to-end project management for special initiatives and emerging operational needs.

• Define project scopes, monitor timelines, coordinate resources, and ensure timely completion of deliverables.

• Offer functional leadership for event teams by coordinating with vendors, consultants, volunteers, venue staff, and cross-functional internal stakeholders.

• Act as the primary operational lead during the planning and execution of events.

⛳️ Requirements

• At least five years of experience in project management, event production, and volunteer operations within a nonprofit or mission-driven setting.

• Proven experience as an administrator of enterprise systems.

• Practical experience in developing onboarding or training documentation for technology systems.

• Established track record in end-to-end event production across in-person, hybrid, and virtual formats.

• Experience in vendor contract negotiations, procurement, and budget management.

• Strong cross-functional project management expertise.

• Exceptional written and verbal communication abilities.

• Proficient project management, organizational, data management, and vendor management skills.

• Capability to manage multiple complex events and projects concurrently while prioritizing competing deadlines.

• Ability to resolve logistical issues and make informed decisions under pressure.

• Skilled in developing and managing event budgets, analyzing registration and attendance trends, evaluating vendor proposals and event costs, and utilizing data to recommend operational enhancements.

• Strong negotiation, contract management, and budget tracking capabilities.

• Outstanding customer service, problem-solving, and communication skills.

• Ability to foster collaborative relationships with departments, volunteers, vendors, external partners, executive leadership, donors, sponsors, presenters, and other stakeholders.

• Advanced knowledge or experience in event operations, logistics management, volunteer coordination, and event production.

• Advanced knowledge or experience in enterprise systems administration and operational workflow development.

• Advanced knowledge or experience with CRM systems, event technology, volunteer management software, and digital collaboration tools.

• Advanced knowledge or experience with event registration platforms and webinar and virtual event technologies.

• Advanced knowledge or experience with project management systems and methodologies.

• Advanced knowledge or experience with vendor sourcing, procurement, contract management, and budget oversight.

• Advanced knowledge or experience with volunteer-facing systems, resources, and operational infrastructure.

• Advanced knowledge or experience with data tracking, reporting, event evaluation, and continuous improvement.

• Advanced knowledge or experience with accessibility, operational excellence, and inclusive event experiences.

• Advanced proficiency in Google Workspace and Microsoft Office Suite.

• Advanced proficiency with event registration platforms, webinar and virtual event technologies such as Zoom Webinar, CRM platforms (preferably EveryAction), project management software like Asana or Smartsheet, collaboration platforms, and event management applications.

• Must be willing and able to travel up to 10% of the time, including overnight and occasional weekend travel.

• Preferred but not required: Professional certifications such as PMP, CAPM, CVA, CMP, DES, CSEP, or similar qualifications.

🏝️ Benefits

• Employer-shared medical and dental insurance premiums.

• Employer-paid short- and long-term disability insurance.

• Employer-paid life insurance.

• Employer-paid accidental death and dismemberment insurance.

• Flexible spending accounts for medical and dependent care.

• Commuter pre-tax benefit.

• 401(k) eligibility with a 5% employer match.

• Immediate vesting upon eligibility.

• Paid holidays.

• Paid time off.

• Personal days.